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MS Office Forum / Word / Mailmerge and Fax / January 2007

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Advanced Word 2003 Mail Merge: Combining Records

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jason@napavintners.com - 25 Jan 2007 01:09 GMT
Hey all:

I've created a merge based somewhat on these instructions:
http://cornell.veplan.net/article.aspx?&a=3815
that allows me to group similar records to display on one page.

For example: I have two tables: Registrants and Guests. Registrants
contains a list of companies and the main attendee, while Guests
contains additional people attending. These tables are linked through
an ID field and I'm able to display all the guests for a given company
on one page in my merge document. One problem... when a company has
more than two additional guests I get a line break before each
additional guest. Below is a snippit of what the code looks like. In
this example the records are grouped on Company.

------------------------------------
{IF {MERGESEQ} = 1"

" "" }{SET Donor1 {MERGEFIELD Company }}
{ IF {Donor1} <> {Donor2}"

{MERGEFIELD Company}

Dear {MERGEFIELD FirstName},

Here are your guests:
{MERGEFIELD Guest1}
{MERGEFIELD Guest2}" "{MERGEFIELD Guest2}" }{SET Donor2 {MERGEFIELD
Company} }
____________________

Here's the weird part... If I put any characters, line breaks or page
breaks after the last } each additional Guest2 will have a line break
before it. If I make it the last line on a page, the list of Guests
appears in one block.

Any thoughts???
Doug Robbins - Word MVP - 25 Jan 2007 07:41 GMT
It would be easier to debug this if you included all of the field
constructions, inserting a ¶ (Alt+0182 on the numeric keypad) where you have
an enter or shift+enter in the field constructions.

Signature

Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

> Hey all:
>
[quoted text clipped - 33 lines]
>
> Any thoughts???
jason@napavintners.com - 25 Jan 2007 16:55 GMT
Here it is again. Thanks in advance for your help:

{IF {MERGESEQ} = 1"¶

" "" }{SET Donor1 {MERGEFIELD Company }}¶
{ IF {Donor1} <> {Donor2}"¶

{MERGEFIELD Company}¶

Dear {MERGEFIELD FirstName},¶

----------------------------------- PageBreak
-----------------------------------------
Here are your guests:¶
{MERGEFIELD Guest1}¶
{MERGEFIELD Guest2}" "{MERGEFIELD Guest2}" }{SET Donor2 {MERGEFIELD
Company} }¶

----------------------------------- PageBreak
-----------------------------------------

Note: Even if I remove the last ¶ and page break the additional Guest2
names have a line break before them.

Jason

----------------------------------------------------------------------------------------------------------------------------------

On Jan 24, 11:41 pm, "Doug Robbins - Word MVP"
<d...@REMOVECAPSmvps.org> wrote:
> It would be easier to debug this if you included all of the field
> constructions, inserting a ¶ (Alt+0182 on the numeric keypad) where you have
[quoted text clipped - 47 lines]
>
> > Any thoughts???
Peter Jamieson - 25 Jan 2007 19:36 GMT
Isn't it because of the paragraph mark at the end of this line:

}{SET Donor1 {MERGEFIELD Company }}¶

?

Peter Jamieson
Here it is again. Thanks in advance for your help:

{IF {MERGESEQ} = 1"¶

" "" }{SET Donor1 {MERGEFIELD Company }}¶
{ IF {Donor1} <> {Donor2}"¶

{MERGEFIELD Company}¶

Dear {MERGEFIELD FirstName},¶

----------------------------------- PageBreak
-----------------------------------------
Here are your guests:¶
{MERGEFIELD Guest1}¶
{MERGEFIELD Guest2}" "{MERGEFIELD Guest2}" }{SET Donor2 {MERGEFIELD
Company} }¶

----------------------------------- PageBreak
-----------------------------------------

Note: Even if I remove the last ¶ and page break the additional Guest2
names have a line break before them.

Jason

----------------------------------------------------------------------------------------------------------------------------------

On Jan 24, 11:41 pm, "Doug Robbins - Word MVP"
<d...@REMOVECAPSmvps.org> wrote:
> It would be easier to debug this if you included all of the field
> constructions, inserting a ¶ (Alt+0182 on the numeric keypad) where you
[quoted text clipped - 49 lines]
>
> > Any thoughts???
jason@napavintners.com - 25 Jan 2007 19:47 GMT
Unfortunately, no. I've tried many combinations of moving and removing
line breaks and page breaks to no avail.
Have any other suggestions or methods I can try?

Thanks, though, Peter.

On Jan 25, 11:36 am, "Peter Jamieson" <p...@KillmapSpjjnet.demon.co.uk>
wrote:
> Isn't it because of the paragraph mark at the end of this line:
>
[quoted text clipped - 85 lines]
>
> > > Any thoughts???
Peter Jamieson - 25 Jan 2007 20:33 GMT
Unfortunately for the purposes of trying to find the problem, it works OK
here :-)

Would it help you if I e-mailed you the incredibly simple test version and
data I have to see if it works OK at your end?

Which version of Word are you using?

Peter Jamieson

Unfortunately, no. I've tried many combinations of moving and removing
line breaks and page breaks to no avail.
Have any other suggestions or methods I can try?

Thanks, though, Peter.

On Jan 25, 11:36 am, "Peter Jamieson" <p...@KillmapSpjjnet.demon.co.uk>
wrote:
> Isn't it because of the paragraph mark at the end of this line:
>
[quoted text clipped - 86 lines]
>
> > > Any thoughts???
Doug Robbins - Word MVP - 25 Jan 2007 21:34 GMT
Do you have a Guest1 and a Guest2 mergefield.

Looking at the website from where you got the field construction, the guest
names should all be in the one field.

Company          Guest        (Field Names)
Company1        GuestA    (Record 1)
Company1        GuestB    (Record 2)
Company1        GuestC    (Record 3)
Company2        GuestA    (Record 4)
Company2        GuestB    (Record 5)
Company3        GuestA    (Record 6)
Company3        GuestB    (Record 7)

Also your field construction departs significantly from that in the article.

Signature

Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

Here it is again. Thanks in advance for your help:

{IF {MERGESEQ} = 1"¶

" "" }{SET Donor1 {MERGEFIELD Company }}¶
{ IF {Donor1} <> {Donor2}"¶

{MERGEFIELD Company}¶

Dear {MERGEFIELD FirstName},¶

----------------------------------- PageBreak
-----------------------------------------
Here are your guests:¶
{MERGEFIELD Guest1}¶
{MERGEFIELD Guest2}" "{MERGEFIELD Guest2}" }{SET Donor2 {MERGEFIELD
Company} }¶

----------------------------------- PageBreak
-----------------------------------------

Note: Even if I remove the last ¶ and page break the additional Guest2
names have a line break before them.

Jason

----------------------------------------------------------------------------------------------------------------------------------

On Jan 24, 11:41 pm, "Doug Robbins - Word MVP"
<d...@REMOVECAPSmvps.org> wrote:
> It would be easier to debug this if you included all of the field
> constructions, inserting a ¶ (Alt+0182 on the numeric keypad) where you
[quoted text clipped - 49 lines]
>
> > Any thoughts???
jason@napavintners.com - 25 Jan 2007 21:54 GMT
I do have both Guest1 and Guest2 fields.
on our registration table we have a place to add one guest (Guest1).
Only a select few companies can have more than one guest. This guest is
added to a separate table (guests) and is linked by a registration_id.
in that respect it follows the model below:

record 1: Company1   GuestA
record 2: Company1   GuestB
record 3: Company2   GuestA
record 4: Company2   GuestB
record 5: Company2   GuestC
record 6: Company3   GuestA
record 6: Company3   GuestB

My merge doc is based on a query that creates a list like above. Each
company is to receive a cover page and a second page with a list of all
their guests. Shouldn't the code i'm using work?

is there another way? Thanks

On Jan 25, 1:34 pm, "Doug Robbins - Word MVP" <d...@REMOVECAPSmvps.org>
wrote:
> Do you have a Guest1 and a Guest2 mergefield.
>
[quoted text clipped - 105 lines]
>
> > > Any thoughts???
Peter Jamieson - 25 Jan 2007 22:01 GMT
Just out of interest, did you see my earlier post offering to send you the
.doc I have that seems to work OK?

I sometime wonder with the MS server...

Peter Jamieson
I do have both Guest1 and Guest2 fields.
on our registration table we have a place to add one guest (Guest1).
Only a select few companies can have more than one guest. This guest is
added to a separate table (guests) and is linked by a registration_id.
in that respect it follows the model below:

record 1: Company1   GuestA
record 2: Company1   GuestB
record 3: Company2   GuestA
record 4: Company2   GuestB
record 5: Company2   GuestC
record 6: Company3   GuestA
record 6: Company3   GuestB

My merge doc is based on a query that creates a list like above. Each
company is to receive a cover page and a second page with a list of all
their guests. Shouldn't the code i'm using work?

is there another way? Thanks

On Jan 25, 1:34 pm, "Doug Robbins - Word MVP" <d...@REMOVECAPSmvps.org>
wrote:
> Do you have a Guest1 and a Guest2 mergefield.
>
[quoted text clipped - 108 lines]
>
> > > Any thoughts???
jason@napavintners.com - 25 Jan 2007 22:09 GMT
I did Peter and thought I sent a message to you.

That would be extremely helpful. can you obtain my email from my
profile?

On Jan 25, 2:01 pm, "Peter Jamieson" <p...@KillmapSpjjnet.demon.co.uk>
wrote:
> Just out of interest, did you see my earlier post offering to send you the
> .doc I have that seems to work OK?
[quoted text clipped - 137 lines]
>
> > > > Any thoughts???
Peter Jamieson - 25 Jan 2007 22:56 GMT
<<
I did Peter and thought I sent a message to you.

Nothing arrived here but that's par for the course.

<<
That would be extremely helpful. can you obtain my email from my
profile?

just tried to mail you with attachments.

Peter Jamieson
I did Peter and thought I sent a message to you.

That would be extremely helpful. can you obtain my email from my
profile?

On Jan 25, 2:01 pm, "Peter Jamieson" <p...@KillmapSpjjnet.demon.co.uk>
wrote:
> Just out of interest, did you see my earlier post offering to send you the
> .doc I have that seems to work OK?
[quoted text clipped - 143 lines]
>
> > > > Any thoughts???
 
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